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Charges Page - User Actions Guide

File Path: console/src/app/[tenant]/(console)/billing/charges/page.tsx Route: /[tenant]/billing/charges

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Overview

The Charges page displays all patient charges with comprehensive filtering, sorting, and action capabilities. Staff can view charge details, process payments, issue refunds, make adjustments, and manage payment plans.

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Available Actions

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1. View All Charges

Purpose: See all charges across the practice. Step-by-Step Instructions:

1. Navigate to Charges
   • Click “Billing” → “Charges”
2. View charges table
   • Each row displays:
     • Amount and status
     • Patient information
     • Created date
     • Settlement details
     • Actions

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2. Create New Charge

Purpose: Create a charge for a patient. Step-by-Step Instructions:

1. Click “Create Charge” button
   • Located in header
   • Plus icon with text
2. Navigate to checkout
   • Redirects to check-out page
3. Complete charge creation
   • Select patient
   • Add items/services
   • Process or save

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3. Filter Charges

Purpose: Find specific charges quickly. Step-by-Step Instructions:

1. Locate filter bar
   • Below page header
2. Available filters:
   • Status: Outstanding, Paid, Refunded, etc.
   • Date Range: Start and end dates
   • Amount: Min/max amounts
   • Patient: Search by name
   • Creator: Who created the charge
3. Apply filters
   • Select/enter filter values
   • Table updates automatically
4. Clear filters
   • Click “Clear” or remove individual filters

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4. Sort Charges

Purpose: Order charges by different criteria. Step-by-Step Instructions:

1. Click column header
   • Amount, Date, Patient, etc.
2. Toggle sort direction
   • Click again to reverse
   • Arrow indicates direction

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5. View Charge Details

Purpose: See full information about a charge. Step-by-Step Instructions:

1. Click expand arrow (▼)
   • On the right side of row
2. View charge timeline
   • Creation details
   • Payment history
   • Adjustments
   • Refunds
3. Collapse details
   • Click arrow again

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6. Take Payment

Purpose: Collect payment on an outstanding charge. Step-by-Step Instructions:

1. Find outstanding charge
   • Status shows “Outstanding”
2. Click actions menu (⋮)
   • Three dots button
3. Select “Take Payment”
   • Redirects to checkout
4. Complete payment
   • Enter payment details
   • Process transaction

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7. Edit Charge Amount

Purpose: Adjust the charge total. Step-by-Step Instructions:

1. Click actions menu
   • On the charge row
2. Select “Edit Charge Amount”
   • Adjustment modal opens
3. Enter adjustment:
   • Positive to increase
   • Negative to decrease
   • Add reason/note
4. Save adjustment
   • Charge total updates
   • History recorded

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8. Write Off Charge

Purpose: Mark a charge as uncollectible. Step-by-Step Instructions:

1. Click actions menu
   • On outstanding charge
2. Select “Write off charge”
   • Write-off modal opens
3. Configure write-off:
   • Full or partial amount
   • Write-off reason
   • Notes
4. Confirm write-off
   • Charge status changes
   • Balance reduced

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9. Externally Settle Charge

Purpose: Mark charge as paid outside the system. Step-by-Step Instructions:

1. Click actions menu
2. Select “Externally Settle Charge”
   • Confirmation appears
3. Confirm action
   • Charge marked as settled
   • No payment processed in system

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10. Cancel Payment Plan

Purpose: Remove a payment plan from a charge. Step-by-Step Instructions:

1. Find charge with payment plan
   • Status shows “Payment Plan”
2. Click actions menu
3. Select “Cancel Payment Plan”
   • Confirmation dialog
4. Confirm cancellation
   • Plan cancelled
   • Charge returns to outstanding

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11. Refund Payment

Purpose: Return money to patient. Step-by-Step Instructions:

1. Find paid charge
   • Status shows “Paid” or “External Settlement”
2. Click actions menu
3. Select “Refund Payment”
   • Refund modal opens
4. Configure refund:
   • Full or partial amount
   • Refund reason
5. Process refund
   • Funds returned
   • Status updates

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12. Add/Edit Comment

Purpose: Add notes to a charge. Step-by-Step Instructions:

1. Click actions menu
2. Select “Add Comment” or “Edit Comment”
   • Comment modal opens
3. Enter comment
   • Internal notes about charge
4. Save comment
   • Comment icon appears on row
   • Hover to view

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13. Edit Charge Details

Purpose: Modify charge metadata. Step-by-Step Instructions:

1. Click actions menu
2. Select “Edit Details”
   • Edit modal opens
3. Modify details:
   • Service date
   • External ID
   • Other metadata
4. Save changes

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14. View Detailed Receipt

Purpose: Generate a comprehensive receipt. Step-by-Step Instructions:

1. Find paid charge
2. Click actions menu
3. Select “Detailed Receipt”
   • Opens in new tab
4. View/print receipt
   • Full charge and payment details

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15. Export Charges

Purpose: Download charge data. Step-by-Step Instructions:

1. Click “Export Charges” button
   • In header area
2. Configure export:
   • Format (CSV/Excel)
   • Columns to include
   • Date range (uses current filters)
3. Download file
   • File with all matching charges

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Charge Status Reference

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Permissions

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Troubleshooting